IBM Global Retention Policy and Schedule Management

Key features

Lifecycle management and program compliance

Define retention periods for records, drafts and copies, and establish retention periods for record classes and non-record categories. Supply version history, audit controls, authorized procedures and compliance history to demonstrate program effectiveness to regulators and management.

Governance shared library

Manage a library of retention, privacy and discovery laws with appropriate roles and change management processes for field-level authorization. Incorporate retention, discovery and privacy laws for more comprehensive instructions. Author and share governance procedures and internal protocols. Link laws and protocols to retention schedules, and identify governing laws. Use a full ISO jurisdictional model with support for governing regions such as the European Union.

Schedule support

Conduct global information inventories by business, function and country, and link retention, data management and discovery procedures to each information repository. Author retention schedules that reflect business and legal requirements. Publish corporate and country master schedules as well as group and business unit schedules. Link schedules to a master taxonomy or country-specific exceptions. Update procedures and practices quickly when laws, systems or business objectives change.

Centralized management

Manage information by common taxonomy, business value and country laws. Define roles, privileges and authorities for program staff, and establish and coordinate a network of global records coordinators. Allow country or business unit leads to manage their own records, coordinators and schedules using a common system and program. Delegate specific responsibilities to local coordinators including schedule development with proper approval workflows.

Communications across legal, IT and business staff

Publish communications by role, country and business unit affiliation. Publish policies, training and procedures and route them to appropriate people based on role, program participation, country or business affiliation. Provide retention procedures and schedules for systems as soon as they are implemented. Use in conjunction with IBM Disposal and Governance Management for IT to provide additional information management capabilities.

Govern policies for all data sources

Enable a unified actionable view into all retention obligations for each data type across all your data sources. IBM Information Governance Catalog and IBM Global Retention Policy and Schedule Management provide a comprehensive view of all data policies, regulatory requirements and taxonomy across both structured and unstructured data. Empower business users with governed data and intelligently respond to compliance obligations such as Data Subject Access Requests or Consumer Privacy requests.